Records Retention Schedule

Purpose

The purpose of this record retention policy is to outline documents retained by WalkFitter. By listing which information to keep and how long documents must be retained, we are ensuring the accuracy and security of important records. Employees must uphold this policy and follow the guidelines detailed below.

Scope

This policy covers any documents created by our employees or submitted by our clients. This can include names, addresses, email addresses, phone numbers, date of birth, health information, bank card details.

Employees who access, contribute or manage any documents related to the records mentioned above must follow these guidelines. This policy covers the following types of electronic and physical records:

• Email conversations
• Physical Activity Readiness Questionnaires (PARQ)
• Documents relating to consultations
• Client website account information

Retention period

• Six months following the last contact for PARQ's
• Two years for mailing list contacts
  

Protection Levels

• Electronic files - stored electronically in password protected electronic folder
• Manual files - stored in a locked cabinet
  

Approvers

For electronic files, disposal will be the deletion of files from storage, email and trash.  For manual files disposal will be via shredding.

Appendix: Definitions

Record/document: Any company documents that are stored for future reference.

Record retention: The method for securing and overseeing records.

Retention period: The length of time a record is to be kept in the company’s files and storage.